In the first case, when faced with a known topic, we have our standard sources, and we usually know where to start. Every so often, though, we’re working with a client in a new industry, or maybe we’re starting to work in a new one. In these cases, we’re in unfamiliar territory, and we don’t know where to start. What can we do?

In these situations, we have two goals:

1. Gather some background information
2. Identify the key resources

But, how do we accomplish these tasks when we’ve never done this type of research? How do we navigate this new information landscape?

First, it’s worth noting that–like most kinds of research–we won’t find answers in just one place. And Google can only go just so far.

Researching a new topic requires a process, one that takes us to multiple places, gradually discovering new information and/or clues about where to find new information. It’s about piecing our findings together to come up with the best, most reliable starting points for new research.

After spending a little time with Google or other general purpose search engine, it’s a good idea to visit some other sources that can help us learn about new topics and identify starting points for research.

Here are some of my current favorites to use when I’m researching a new topic:

Wikipedia – Yes, I know its limitations for deeper research, but for a top-level view of a new topic and maybe some leads to new sources, Wikipedia does the job well. Of course, results depend on the subject and the amount of interest, so sometimes there’s not much there. Again, it’s just one of many places to look, so keep going.

LibGuides – University librarians like to create topical research or study guides, sometimes called LibGuides. They often contain links only available to their students, but many include open sources (recommended by a university librarian!) and a brief overview of the topic. Look for these guides by searching something like this:

[your topic] library (guide OR libguide) site:edu

Generative AI – As professional researchers, we need to use ChatGPT and other GenAI tools wisely. One thing they’re good for is creating a list of authoritative sources that cover a particular topic–keeping in mind that GenAI tools have their limitations and should be used in combination with other sources.

Associations – One of the first questions to ask when researching a new topic is “Who cares?” Who cares enough to compile information on a particular topic and talk about it? Professional associations do, and their websites often include blogs, articles, and lists of experts. If it’s not online, a phone call could speed up the process.

Our networks – Connections that we’ve created and nurtured over time through LinkedIn and in-person meetings offer a wealth of information about all kinds of topics. Most connections are happy to share what they know and can be especially helpful with emerging industries or other topics that may not have a lot of online coverage.

Researching a new topic is more involved than those times when we have some experience. Try these resources for a top-level view and some starting points for research. Let me know how they work for you and if you have any others to add to the list.

The post Researching something new appeared first on Marcy Phelps and Associates.

As with all types of public records, though, this useful resource comes with lots of challenges, and, to work effectively, we need to learn what those are and how to work around them. First, I’ll talk about the challenges you’ll likely encounter working with business registrations, and then I’ll get to the solutions:

You need to know where to look
In the U.S., these records are kept at the state level, which means that you need to know where the business is registered. Sometimes you don’t have that information, so the best source is one that collects records from multiple jurisdictions. The problem is that these aggregated databases often make mistakes, so you’ll likely encounter missing records and data-entry errors.

The information is self-reported
Self-reported company information can be unreliable, because no one is checking for omissions or altered facts. And, since companies report only what’s required, and sometimes not at all, the data can be bare-bones at best.

Lack of transparency
While many places provide full records online, some make it more difficult and limit access. Also, certain jurisdictions don’t include much information in the filings. In the U.S., for example, some states allow the use of just a registered agent instead of listing owners, directors, or shareholders, and we even see registrations without business addresses.

Limited coverage and availability
As with all public records, the database may not include everything. Some limit inactive records to just the past 12 months, and older documents may not be in digital format. Each jurisdiction sets the rules, so everything varies by location.

Limited search capabilities
Some states allow you to search by company name, address, directors, or other advanced options, but others may not. You’ll often see basic searching by company name only, making it difficult to find, for example, all companies in which an individual is involved.

How can you make the most of these challenges when working with business registration records?

• As with any type of research, know your sources and when to use them. Go directly to the Secretary of State’s website if you are looking for a specific company name and know where they operate. If not, and you’re casting a wide net, take advantage of the aggregated sources, but make sure you’re aware of their limitations.
• Verify everything. If you’re using an aggregator, always verify these records with the Secretary of State or other direct source. Even direct sources contain errors, so do some additional public records and media research.
• Remember that one source won’t answer all your questions or tell the full story, so use these registration records as a starting point or to fill in some blanks. Look for clues and then expand your search. Google addresses and names to identify connections and keep going from there.
• Manage expectations. Like any public records, results will vary, so make sure you and your clients are aware of what’s available, what’s missing, and any issues with the data.

Business registrations help us gather intelligence about people and companies. Like all public records, you’ll get better results if you learn what challenges they offer and how to work around them.

What issues and solutions would you add to these lists?

The post Business registrations: 5 top challenges appeared first on Marcy Phelps and Associates.

Unlike many other investigators, I don’t use comprehensive reports for all my cases. For some, they’re essential. But I only use these reports when I need them, and always with extreme caution. Here’s why:

It takes you another step away from the source

As it is, when you use a database that gathers records from multiple sources (an aggregator) – whether it’s a news story, tax lien, or property tax assessment – it takes you away from your source document. That adds time and room for error. Data entry, missed records, lag time, you name it. Something’s bound to happen in the process that will affect the integrity of your results. Now comes the comprehensive report, which, as a compilation, takes you even further from the source. With that comes a new set of possible errors and missing records. I recently learned about a great example of this issue in a PI email discussion thread. Colleague Jordan Smith shared that, in one database, he found out the comprehensive report only searches criminal records by SSN, which means any records in that same database with redacted SSNs won’t show up. You can find them, though, if you just run a separate criminal search by name or other identifier.

It’s created by a machine

In addition to the errors that you’re bound to see when using aggregated sources, a comprehensive report is created by an algorithm, with no human interaction or quality control. If you haven’t already done it, take a look at your own comprehensive report, and you’ll be surprised by what’s there – and maybe by what’s not. For example, when spouses jointly apply for credit, SSNs become muddled and records for one appear on the other’s report. For our investigations, I frequently find tax liens that I know have been released, but it doesn’t show up. Also, I often get way too much information, with reports that can run more than 100 pages. That’s when some human intervention comes in handy. Run separately, I can limit my searches or filter results to show just what I need, without the rest of the noise.

It only includes U.S. information

In our investigations, many of our subjects are U.S.-based. But many are not, and more than a few hide assets overseas. Again, with a comprehensive report, you’re limited to what’s in one particular database, which likely won’t include global sources. These require going beyond the comprehensive and taking advantage of specialized databases, keeping in mind that many countries have stricter privacy laws than the U.S. That’s why it pays to tap into your global investigative connections, while also managing client expectations about availability of non-U.S. information.

A useful tool, the comprehensive report is essential for some investigations. But it may be easier – and cheaper – to run your searches separately, with better results. And remember to never, ever trust what’s in a comprehensive report. For any investigation, it’s only the starting point.

The post Comprehensive report: Investigator’s friend or foe? appeared first on Marcy Phelps and Associates.

As someone who specializes in gathering and analyzing online information, I’ll be the first to admit that you can’t find everything on the web. When you’re digging deep for hard-to-find answers to client questions, relying on just online research may leave gaps, which – in our business – can be costly. That’s why it’s important for researchers and investigators to be aware of what’s included in their sources and what’s missing.

What are some things you can’t find online?

Human intelligence (HUMINT) – This involves going directly to the people who may have the answers you need. As competitive-intelligence expert Ben Gilad puts it, “Only human sources can provide commentary, opinion, feelings, intuition, emotions, and commitment.” Including HUMINT adds color and depth to our reports, and helps us fill the gaps.

What’s waiting to be posted – It takes people, time, and money to add a public record or article to a website after it’s been created, and sometimes there’s not much of that to go around. So, the property deed record you’d like to see? It may be sitting in someone’s in basket, or the agency that creates those records has made the decision to cut back on availability.

Redacted records – For people in certain professions (e.g., law enforcement, court system, etc.), exposing home addresses or other personal information through online records can be be risky. Many jurisdictions have responded by redacting records.The entire record might be missing or just a part of it, and it can be a problem for those of us with legitimate reasons for needing that information.

Non-public, personal information – When it comes to Social Security Numbers, driver’s license information, banking records, and other data protected by privacy laws, you definitely won’t find these on the open web. This is one of the advantages of working with a professional investigator, since, with a legitimate use, certain information may be available through specialized (and restricted) sources.

The story behind the story – With anything you find online, there’s usually a backstory. For a recent due diligence investigation I verified our subject’s degree through the usual channels. After speaking with their university graduate supervisor, though, I learned that he was considered the “best and brightest” in the professor’s long career of working with PhD-level students. That was useful info, since my client was about to invest a lot of money in this individual’s new venture.

What can you do about missing information?

Don’t assume – Just because you can’t find it on the web, the answers may still exist somewhere. In someone’s brain, to-do pile, or filing cabinet. Remember that online research is a first pass. The next step is to pick up the phone. You can cover a lot of ground by making some calls, and I’ve discovered that people are more than happy to point me in the right direction.

Explore alternatives – The answers may not come from the questions you or your client thought to ask. Is there another way to get to the same place? For example, instead of asking for banking records, which, with few exceptions, you won’t be able to (legally) obtain, try to get a sense of someone’s finances through open sources such as public records and social media. No clues from your subject’s social media? Try their spouse’s profile.

Hire a professional investigator – A PI license is essential for access to certain databases, especially those with personal, non-public information. PIs are also trained in identifying the best sources for every situation, eliciting information from others, and knowing what’s legal and what’s not (buying banking records online is not).

Online searching is a great place to start. For in-depth coverage, though, take some time to step away from the computer and find what’s missing.

The post Top post: Five things you can’t find online and what to do about it appeared first on Marcy Phelps and Associates.

When I talk with clients about conducting an asset search, whether it’s for due diligence purposes, litigation, or identifying fraud, I frequently come across several misconceptions about how these types of investigations work. Over time, I’ve noticed that these myths tend to fall into six general categories:

1. I need to be an accountant – Analyzing the numbers is certainly one way to locate assets, but what about the items that don’t show up in the financials? The property in the shell company’s name, an art collection at a second home, the antique Bentley hidden in the garage. Then there are the assets that were recently, and possibly illegally, transferred to the children.

2. I can order bank records online – Anytime someone offers to obtain financial information without consent or a court order is breaking the law, and, if you get involved, you could be breaking the law as well. You know all the privacy statements you get from your bank? There’s a reason for those.

3. I found lots of assets, so we can collect what’s owed – But what if your subject owes more than they own? Checking assets is just one piece of the puzzle. You also need to research liabilities, including bankruptcies, judgments and liens, civil litigation, or property used as collateral for a loan. If there’s anything left after that, maybe you have a chance.

4. I can do a quick asset search – While we try to meet client deadlines, we also manage their expectations. Asset searching involves a tedious process of searching hundreds of sources, verifying results, connecting the dots, finding the gaps, and reporting our findings to the client in a way that makes sense to them. In some cases, though, a preliminary search can tell us if it makes sense to go further.

5. I can do it all online – Like everything else, sometimes assets lurk just in the real world, not online. Online records contain lots of gaps, too. So, sometimes it pays to see where someone lives, pay a visit to company headquarters, search records at the county clerk’s office, or visit the marina.

6. I can just send you my results, and you can sort through them – An asset search involves piecing together all the bits of found information. It’s not a pretty sight, and, for the uninitiated, it can be daunting and a waste of time. That’s because the untrained eye can miss what’s important, or, just as essential, what’s missing.

Any other myths about asset investigations that you’ve encountered?

To learn more about online asset research, check out my online course.

The post Top post: Six myths about asset investigations appeared first on Marcy Phelps and Associates.

Finding financial assets usually involves a combination of investigative methods, each supplying information needed for completing the next step. One of the most obvious methods is to analyze financial statements, bank account documents, and other records. You might also conduct surveillance to observe someone’s comings and goings and take photos of possible vacation homes, cars, and other assets. Another option is to interview friends, family, or business associates.

But what if you don’t have the necessary permission or court order to access financial records? What if you’re not ready for surveillance, because you’re not sure where to look? And how do you identify known associates for your interviews? Then there’s the possibility that the financial records don’t tell an accurate story. That’s where another investigative technique comes in handy – finding financial assets online.

Online public records such as deeds, property assessments, and court filings often lead to assets. They can help identify business partners, past employers, accountants that may have helped hide assets. News, social media, and other online sources help complete the picture.

In fact, most asset investigations involve online sources and strategies. The big question, though, concerns when to start. Many don’t start early enough or they quit too soon. As a result, they may not be getting the best answers.

So, when is it a good time to start? At what point in the investigation is it appropriate to start your online strategy? Here are some suggestions for determining the timeline:

Before

Before requesting a subpoena for bank records or openly asking a lot of questions, take some time to assess the situation. Avoid setting off any alarms, since it only encourages people to hide their assets. Take a look at someone’s assets to help you decide if going further will be worth it. Anything you find at this point can be used later, and you’ll conduct a more targeted and informed investigation – without tipping off your subject too early in the process.

During

During your investigation, use online sources to verify what you’ve found. Were your subjects forthcoming, or did they leave out the important parts? Perhaps the numbers have been manipulated and they don’t tell the whole story. Did an interview or something you found in the documents create a new investigative lead? Find out what’s important enough to your subject – like their prized gun collection or new top-of-the-line Mercedes – that it can be used as leverage when pursuing debts. Online research is an iterative process, and it doesn’t stop when other investigative techniques begin.

After

What else do you need to know to move ahead with next actions? Were there any loose ends that should be tied up? You may need to monitor the situation after the investigation for any changes that can affect the outcome of an ongoing court case. Set up alerts through Google and the premium databases for news stories. Go back to the public records to see if any assets have been acquired or sold, and don’t forget social media profiles for updates. Fraudsters and their associates often relax after an investigation and may not be as vigilant about hiding assets.

Online asset research isn’t a one-time step in the process. Used early and often in combination with other methods, it can make a big difference in your asset investigations.

The post Finding financial assets online – When to start the investigation appeared first on Marcy Phelps and Associates.

So, let’s start at the beginning – understanding, getting to know, and selecting your sources – because your results are only as good as your sources.

Here’s my list of what’s important to know about your sources for online research:

You won’t find your answers in one place
Yes, we still need to hear this. Investigators who use TLO and similar databases and nothing else. Database vendors who still tell me that their product does it all. Like any investigator, I love my subscriptions to Tracers and idiCORE, and those are just my starting points. Then I go to LexisNexis. With my subscription, I search the Nexis side for news, public records and watchlists, blacklists, sanctions. On the Lexis side, I search more watchlists, etc. and court dockets. For additional news I head to Dow Jones Factiva and ProQuest Dialog. Then multiple search engines for more news and other public information. I run social media searches through Google and the individual social platforms, and, in most cases, the final stop is to pull official documents for any public records that I plan to use in my reports. Depending on the case – I’ll use miscellaneous sources that I know will work for that situation. Clients pay me to be thorough, so – regardless of budget – there’s always more than one source.

Try out and compare your sources
Test different search engines and compare results. Does one work better in certain situations than others? For example, when searching a broad topic or a well-known company or individual with lots of results, I use a clustering search engine like Carrot2 to sort results into topic folders. For fee-based sources, take advantage of free trials and compare results to the same searches in similar products. In investigative databases, I like to search for my own name and check for accuracy. Find hidden features and ask about support options. In what formats can you download documents? Are you allowed to share results with clients or are they for your eyes only? What’s the cost,and can it be adjusted for your purposes? I’ve learned that there’s some price flexibility with certain premium database products. How many users do they allow, and what’s the cost for expanding usage? Finally, ask to see your sources’ sources. Are they authoritative and legally compliant? How large is their database, and does it include what that you need for your industry? I know that some claim it’s proprietary info, but they should be able to give you a general idea.

Know what sources work for you
My sources work for background investigations and asset research for a specific group of clients. Your work and your clients won’t be the same, so think about your outcomes. What will answer your or your clients’ questions? News? Public records? Non-public personal information? Make sure your sources cover what you need and notice what’s not included. Certain dates? U.S. only? Get used to the idea of using fee based sources, because some things won’t show up in free resources. And, yes, certain things don’t show up in my premium sources, but I find them in Google. Do you need to go direct to the source (Secretary of State website, County Clerk, state online court repository, etc.), or will you also use aggregated sources like LexisNexis and TLO, which collect records from multiple direct sources? Going direct is tricky if you don’t know where to look or if you have too many jurisdictions to cover. The aggregators come in handy when you need to take a broad approach, but the further you get from the direct source, the higher the chance of error – no matter how good a product.

What’s your process for selecting the right sources?

The post Getting great search results – It starts at the source appeared first on Marcy Phelps and Associates.

Most often, you get too much information, increasing the risk of missing something important. Sometimes the results aren’t relevant, and Google seems to be answering someone else’s questions. And sometimes, you don’t get enough information.

Yes, in the age of information overload and oversharing, it’s possible to search Google and get too few results. Perhaps your subject isn’t famous. Maybe you’re targeting a small private company, or they’re operating in an industry that no one is talking about. Or, the information is there, but you need to work harder to coax it out of hiding.

When you don’t get enough results, that’s the time to get creative. Go beyond a basic search, take what you know about how Google works, and use it to your advantage. Here are some examples of how a little search creativity can add to your Google results:

Eliminate keywords – The more keywords you use, the narrower the results, so start thinking in broader terms. Use just the words a website or document must include to make it relevant, and eliminate the rest. For example, if your target doesn’t have a common name, just use that without anything else, or try just a last name with the name of a city or spouse.

Reorder your keywords – Google puts more emphasis on the words that show up first, so experiment with changing the order. For example, when using a spouse’s name in a search, try it with one name first and then the other. With individuals, you can reorder first and last names, since they can appear either way in directory listings and other sources.

Try other names – Make sure you’ve thought of all the name variations, aliases, and possible misspellings. A recent investigation found that our subject’s first name did not have an “a” at the end as it was spelled in supplied information. Frustrated by no results, I experimented with eliminating letters at the end of the name (Google will still find the full spelling, if needed), which increased results and helped identify the correct spelling.

Avoid personalized results – Google likes to deliver results based on location and previous searches, so try going undercover. Try a search engine that cares about privacy. You can also use your browser’s incognito mode, or play around with your VPN’s country settings. For example, when I’m investigating a company in Australia, I’ll change the setting to their location, which often provides different results, especially with the news.

Search Google Images – Even if you’re not interested in finding images, Google’s image search can uncover what you can’t or won’t find in the basic web results. For one financial asset investigation, we discovered our subject’s antique car collection through an image search. For another, the client provided just the individual’s very common name and a place of employment. Through Google Images, I found video of their workplace birthday celebration, leading me to a full birth date and other identifying information.

When you need to improve search results, what tricks do you use to get creative with Google?

The post Not enough Google results? – Time to get creative appeared first on Marcy Phelps and Associates.

This process of gathering and using information for making decisions or solving problems has lots of names. I call it “research.” I’ve spent the past 20+ years doing research, a lot of it online, and–honestly–I’m still learning. I’m always looking for ways to streamline the process and get better results (answers) for my clients. My go-to sources and the questions clients ask have changed over the years, and I’ve researched everything from silicon photonics to Jeff Zucker’s career to global hedge fund managers. But one thing hasn’t changed – the way I approach the task.

For just about any project, I tend to approach the research with a system. Fortunately, since no two client projects or cases are the same, this system works with any situation, and it actually encourages creativity.

Here’s the 3-step approach I use for online research:

Step 1: Prepare

Ask more questions: What does the client really need to know? Why do they need the info? What are they doing with it, or what are they trying to accomplish? When do they need the results, and how much are they willing to spend? The answers will help develop a strategy, select sources, add focus to the searches, or know when to try something different.

Gather all known information: What do clients, teams, stakeholders already know? Ask for everything, because you never know what will come in handy. Gather identifiers, name variations, any background that someone else may have collected, which will provide the foundation for research.

Know the limits: Take an early reality check. Have you managed expectations? It would be nice, but, no, everything’s not online. Personal and private information, trade secrets, information no one cares enough about to post it online, or lots of interest but no budget. Prepare to go offline, or try some different questions.

Know your sources: Learn the differences between free and fee-based sources. Understand what makes each database unique: what’s included, what’s missing, and how to use the advanced features for getting the most out of search time and budget. Keep up with what’s new and consistently re-evaluate your favorites. For each case, make sure you know which sources to use and which to avoid.

Step 2: Search

Start broad: Don’t try to get too specific right away, since you might miss something you didn’t know you needed. Cast a wide net and look for anything new. Learn more about the subject through some free sources, and it’s OK to flail for a little while.

Narrow it down: Take what you found in your first pass, and use it to find more. Add or remove keywords, limit by date or geography, try some specialized sources, follow a few tangents. Take a step back to evaluate progress and determine next steps.

Look for leads, not just answers: Keep your options open. Something may not provide the exact answer, but it might include a random piece of information that will lead to the answers. Another name variation, a previously-unknown business, a spouse’s name, names of possible experts to consult.

Save everything: Have a system for organizing what you find, and don’t toss anything yet. It’s easier to hold onto it than re-do your searches later on.

Step 3: Action

Review results: At this stage, you mostly have bits of possibly-related information. Pull out your notes from Step 1, and think about what your client really needs. With that in mind, review findings, and use only what’s necessary.

Identify gaps: Do you have everything you need to answer client questions? If not, what’s missing, and what will help you fill the gap? Do you need more online research, or should you take a different direction?

Report findings: Usually I work with written reports, although clients sometimes ask for PowerPoint slides, brief memos, phone and in-person debriefings. Tell the story, and re-read it from the perspective of someone who hasn’t been immersed in the topic.

Learn from feedback – Ask questions and learn to spot ways that you can improve your process and results. What would you do differently next time? What do you need to change, and how do you change it?

Using a framework like this helps me work efficiently and stay on target. What’s your approach to online research?

The post 3-step approach to online research appeared first on Marcy Phelps and Associates.

Here are the top 3 myths about online court searching and some tips for avoiding these pitfalls: 

#1 It’s easy – Online court searching is probably the most challenging type of research for several reasons. First, you need to identify jurisdictions, or which court systems to search. This involves determining all the places someone has lived and worked, which isn’t always obvious. And what happens if someone was arrested while traveling outside of their known locations? There’s no centralized database for court records, so, in addition to federal courts, you need to search state and local jurisdictions. Data entry errors and inconsistent case numbering make searching more difficult, and don’t get me started about lack of personal identifiers: full names, addresses, and Social Security Numbers.

#2 Everything’s online – Unfortunately, many jurisdictions don’t maintain online court records, especially local courts. You’ll also discover there’s a lot missing. For example, in PACER, the government repository for federal cases, self-represented litigants are not required to file documents in the system. Older cases may not be in a digital format, and certain documents are sealed to protect the privacy of individuals involved. Sometimes records may be missing because they’re waiting to be processed, or someone’s neglected to add them to the database. 

#3 You can keyword search all court documents – With online searching, you’re generally not searching full records. Instead, you’re searching just the docket, which is a case summary. A docket sheet includes the court name and location, case name and number, judge, involved parties, attorneys and their addresses, nature and cause of action, and case outcome. It also includes a chronological list of actions (motions, briefs, exhibits, etc.) and dates. Sometimes it links to the full documents, and sometimes not. 

With all of these challenges, what’s a researcher or investigator to do? In order to get the most out of your online court searches and to assure that you’ve done the best you can with an imperfect system, I suggest following these best practices:

Search multiple sources – Using more than one database will help you spot errors and find what may be missing from just one source. That means investing in several fee-based databases and then going directly to court websites. 

Know your sources – Learn the ins and outs of your databases so you understand what’s included. What types of cases and what dates do they cover? Are you searching all records or just dockets? Look for help files and user manuals such as this one from PACER.

Understand court structure – There are four types of federal courts that cover cases involving bankruptcy, immigration, patents, and other violations of federal law. They also hear disputes between two or more states. A great explanation of federal court structure can be found here. State courts cover violations of state laws, and each jurisdiction is organized differently. You can learn about state court structure from the Court Statistics Project. Find local courts through Google, and explore their websites for more information.   

Obtain as much identifying information as possible – If possible, try to pin down dates of birth, Social Security Numbers, and addresses (past and present). Look for name variations, such as nicknames, maiden names, aliases, and middle initials or names. You can do this through some preliminary research in public records, investigative databases, news, and social media. Also check any information supplied by your subject or client. 

When all else fails, head to the courthouse – In many cases, you need more than online court searches. The online record may not be considered the official record (check disclaimers), and if your findings will be be used in litigation or other high-risk situations, make sure you haven’t missed anything. Hire a specialist to handle this, though, because it requires specialized skills and someone in the right location.

Online court searching takes time, patience, and practice. Learn as much as you can about how the courts and your sources work and how to navigate these challenges. 

The post 3 myths about online court searching appeared first on Marcy Phelps and Associates.